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HomeMy WebLinkAboutColleyville Center Advisory Committee Agenda Packet - 02-16-2015City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, February 16, 2015 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1. CALL TO ORDER 2. APPROVAL OF MINUTES November 17, 2014 3. REGULAR AGENDA ITEMS 3a Colleyville Center Q1 FY 2015 Update 3b Discussion on rental of other city facilities 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, February 13, 2015 by 5:00 p.m. Leslie Hill Colleyville Center Manager A quorum of the Colleyville City Council may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the Colleyville Center Administrative Assistant at least 48 hours in advance at 817.503.1330, and reasonable accommodations will be made to assist you. COLLEYVILLE CENTER ADVISORY COMMITTEE FY 2014 – FOURTH QUARTER MEETING NOVEMBER 17, 2014 MINUTES Present: Chair Mark Johnson, Earlene Garvey, Louis, Miller, Fred Mills, Paul Vigiletti, Irma Villalobos and Tom Westerman Strategic Services Manager Adrienne Lothery, Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Absent: Mike Bolton, Michael Cunningham, Darla Dennison, Julie George, Judy Goodwin, Sue Anne Martinez and Tevon Taylor 1. The Meeting was called to order at 5:30 p.m. by Chair Mark Johnson. 2. The minutes were approved as written for Q3 2014. 3. A. Center manager reviewed the Q4 and EOY 2014 results regarding the revenue and summary of operations for the Colleyville Center. B. Discussion of dates for a joint City Council and Colleyville Center Advisory Committee Worksession for the review of and progress of the Colleyville Center Site Master Plan. Dates that were best for the majority of CCAC members were: Week One—January 7, Week Two—January 13 or 15, Week Three—January 21 or 22, Week Four—January 27 or 28. 4. Dates for CCAC meeting in 2015 are: Mondays—February 16; May 18; August 17, and November 16. 5. Meeting was adjourned at 6:20pm. City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 02/16/2015 Number Type Regular Agenda Items Department Colleyville Center Title Colleyville Center Q1 FY 2015 Update Explanation This item allows the opportunity for the Center Manager to present the Q1 FY 2015 update. Attachments 1.Colleyville Center Q1 FY 2015 Update Colleyville Center Q1 2015 Update The intent of this quarterly report is to provide both a revenue and event summary of Colleyville Center operations for the period OCTOBER 1, 2014 thru DECEMBER 31, 2014 The criteria evaluated and provided includes: • Booked Meetings & Events • Revenues and Expenses • Facility Operation Update • Marketing • Customer Service • Center Performance Metrics MEETINGS-BOOKINGS–Q1 FY 2015 TOTAL EVENTS – 95 42% 35% 18% 32% 12%8% 23% 14% 42%46% 55% 48% 3% 11% 4%6% 0% 10% 20% 30% 40% 50% 60% Oct Nov Dec Q1 Average Center Utilization Non-Resident Resident Civic - Non Profit City Events Q1 FY 2015-REVENUE & EXPENDITURE  Revenue- $48,888  Expenditure- $78,389  Economic Impact- 58%  Operating Cost Recovery-62% vs 70% annual goal Revenue Update On October 1st the collapsed rental fees for standard weekly rentals went into effect. Clients have been extremely satisfied and appreciate the new rates which now include both audio-video and linens services. Revenue as a result is up 45.25% over same period last year. Expenditure With the start of the 2015 fiscal year, staff historically purchases operating supplies in preparation for facility use during the first of the year, following the holiday season and as the HOAs and civic organizations kick off meetings occur. To this end, expenditures are typically higher on supplies for this period. In addition, financial commitments for advertising and bridal show vendor participation are incurred Economic Impact The 58% for this period reflects the Center’s focus on recommending local Colleyville Businesses when rental clients are looking for goods and services for their events. When three local Colleyville businesses are used, the Center continues to provide free up-lighting or a rental hour ($200 and $250 value respectively) to clients. Operating Cost Recovery This expenditure to revenue metric is down 20% from the previous quarter but, is indicative of the time of year when revenue is down and operational supply and marketing expenses are up. Q1 FACILITY / OPERATIONAL IMPROVEMENTS • Kitchen Gallery Roof Repairs • Rear Screen Projection Replacement North Hall • Ungerboeck Booking Software Installed CURRENT MARKETING/ADVERTISING Your Event. Your Way. Our Place. Marketing Update Texas Association of Venue and Facilities (TxAVF) Richardson Texas Luncheon Staff attended the January quarterly luncheon in Richardson and learned there is a new trend in facility table top decorating which can produce incremental revenue when provided to business clients. In March, both the Colleyville Center and Grapevine Convention Center staff will be partnering to host a joint luncheon at the Colleyville Center. Grapevine will pick up the lunch, Colleyville Center will provide both the venue, speaker, and topic for the quarterly TxAVF luncheon meeting. Segment Advertising remains a primary marketing tactic for the Center. On February 1st Staff attended the Fort Worth Bridal Show. The Center tagline “Your Event. Your Way. Our Place.” will continue to be used in 2015. The first ever Colleyville Center Bridal Open House will be held Tuesday February 17th from 5-8 p.m. The Center is always promoting the use of local Colleyville Businesses and has secured the following local businesses for participation: • Lilium Flowers • Colleyville Florist • Market Street Floral, Catering, and Bakery • Opulent Cakes • C. Maries Sweets • Bear Creek Wine & Spirits • Boulevard Eatz • Piazza Catering • House Blend Music • Photos By Walt • Randy Ro Entertainment • Orange Theory Fitness • Brides & Beaux The following advertisement has been used in the Colleyville Chamber Magazine as well as the City of Colleyville Website. November Publication Spring-Summer 2015 -The Knot Magazine This premier bridal magazine with a Texas edition highlights venues in DFW market. May Publication Fall-Winter 2015-The Knot Magazine Referrals Personal and networking referrals remain a primary driver of phone leads into the Center. Google also continues to route 50% of all inbound phone leads into the Center. Callers inform staff they go online and simply google “wedding venues DFW”. Wedding Wire & Knot Online Staff continues to use both the Knot and Wedding Wire online account management to communicate directly with bridal inquiries visiting these sites. Templates are provided to send all online requests, custom emails, with Center marketing information. Center Facebook Page & Online Promotion Ongoing Marketing & Networking Activity • Colleyville Chamber Monthly Chamber Luncheons Hosted by City of Colleyville at Center • January-2015 Fort Worth Bridal Show Exhibitor • February - Colleyville Center Open House for Brides and Residents • March 17th -TxAVF luncheon • Samantha Springs Mineral Water- Colleyville Center and City of Colleyville branding on label • Colleyville Lions Club Donation- Two 9 foot flagpoles with new American and Texas Flags for the Center and ongoing use of other Civic meetings. Q1- 2015 CUSTOMER SATISFACTION SURVEYS During Q1 FY 2015 Center staff solicited 33 Customer Satisfaction Surveys, representing 26% of the events held during this period. The response rate represents a 3% decrease when compared to last quarter. Despite the drop in survey responses, the overall satisfaction rating of “excellent” was 93.8%. Client surveys continue to rate seven categories: appearance and cleanliness of the Center, staff service, room set-up, kitchen facilities, parking, amenities, and overall experience. Of the 33 surveys received this period, 100% responded they would plan another event at the Colleyville Center, a testament to Center staff customer service. October – December 2014 —SURVEY RESULTS CATEGORY EXCELLENT GOOD SATIS FAIR UNSATIS N/A Appearance of Center 31 2 Clean Facilities 32 1 Service from Staff 33 Room Set Up 31 2 Adequate Parking 32 1 Kitchen Amenities 24 2 3 Overall Experience 31 2 Plan to Return to Center 33 CUSTOMER VERBATIMS: Air freshener in the bathroom stinks. It is too strong and smells artificial. Another scent like orange would be vast improvement. Great service The staff is top-notch; great attitudes & service. Becky is awesome, helped with everything…give her a raise! The overall experience is only satisfactory because of the incredibly slow internet. You have to increase your bandwidth-just bring in another line of what you haave so you can split half the people on one line and half the other people on the other. I would think twice about having a training meeting here because of how slow the internet is. Also Facebook was blocked so we couldn’t show how to post listings to their accounts. Meredith was a huge help. We had a wonderful experience. Excellent- Everything was amazing and accommodating. Awesome—love it. Melvin was awesome. Our thanks to Melvin for all his help with setup. Everything was beautiful. Judy did a great job. FY2014- YEAR END PERFORMANCE FY 2014 Number of Events Held – 412 2014 goal was 404 FY 2014 Cost Recovery-81% Annual goal of 70% exceeded. FY 2014 Revenue-$ 230,792.96 100% attainment of $230,000 revenue goal. FY 2014 Expenses-$ 283,843.08 Staff efficiently managed expenses to budget 100% FY 2014 Customer Satisfaction 96% Client satisfaction is 2% above annual performance goal of 94%. FY 2014 Events Generating Revenue to Local Economy- 59% With 412 events handled in FY2014, 59% of clients utilized local Colleyville businesses for products and services for their events at the Center. Center performance exceeded year end goal by 1%. City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 02/16/2015 Number Type Regular Agenda Items Department Colleyville Center Title Discussion on rental of other city facilities ExplanationThis item allows the opportunity to discuss rental of other city facilities and the effect on Colleyville Center staffing and revenue.